City of Lynchburg
The Communications Assistant provides high-level operational and administrative support for the Communications & Public Engagement department, oversees day-to-day office functions, assists with internal and external special events and meetings, and actively participates as a creative team member. This position demands exceptional organizational and communication skills, with strong attention to detail, to handle complex tasks and creative assignments professionally and efficiently. The Communications Assistant ensures smooth operations, fosters collaboration, and upholds the department’s commitment to serving the public effectively.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Provide high-level operational support to the department leadership, including managing day-to-day office functions.
Assist with departmental operations, conducting research, and coordinating meetings and internal and external event logistics.
Prepare and edit internal and external communications with strong writing, proofreading, and verbal skills.
Handle confidential, sensitive, and complex issues professionally and objectively.
Process and approve bi-weekly payroll for the department (first-level approval).
Edit and proof department materials, including letters, proclamations, certificates, advertisements, press releases, brochures, flyers, and invitations.
Support Public Relations Manager with managing logistics for public meetings, citywide special events, and programs such as Citizens Academy.
Assist with posting Lynchburg Alerts notifications using the Everbridge Mass Notification System.
Assist with managing updates to internal and external web pages.
Assist with annual budget preparation and submission.
Manage and track expenses, reconciling with City financial records.
Monitor and approve departmental credit card purchases, submit purchase orders, and oversee accounts payable.
Maintain departmental inventory, including equipment, supplies, and event materials.
Order supplies through government contracts or cost‑effective vendors, ensuring compliance with procurement guidelines.
Manage storage areas, ensuring organization and readiness of materials for events and departmental needs.
Handle multiple projects and timelines simultaneously, ensuring high-quality results within deadlines.
Utilize collaborative project management tools such as Asana for task tracking and team coordination, Microsoft Teams for internal communications, Microsoft SharePoint secure document sharing, and other designated platforms as required to ensure seamless workflow and effective collaboration.
May be required to be on‑call and to work non‑standard hours including weekends or emergencies.
Additional Responsibilities
Willingness to work evenings and weekends as needed for events or emergencies.
Familiarity with government operations and policies is preferred but not required.
Other duties to provide direct or indirect service to the citizens may be assigned.
When unusual situations occur and/or the City Manager declares a State of Emergency, all City employees may be required to accept special assignments and perform as needed to ensure appropriate service delivery.
Must successfully complete IS 100 and IS 700 National Incident Management (NIMS) training within 30 days of employment.
May also be required to complete higher levels of NIMS training as determined appropriate for the position.
Possession of a valid driver’s license issued by the Commonwealth of Virginia and acceptable driving record according to City criteria.
SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities, however, may be asked to lead team projects or manage contract support.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelor's or associate degree in communications, public relations or a related field; 1‑2 years of experience in logistics, office management and/or communications, preferably in a government or public sector role; a combination of education and experience can be used to meet the requirements for a job or position.
Possession of valid driver's license issued by the Commonwealth of Virginia and acceptable driving record according to City criteria.
Relevant background checks must be completed satisfactorily.
Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position.
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ESSENTIAL DUTIES AND RESPONSIBILITIES
Provide high-level operational support to the department leadership, including managing day-to-day office functions.
Assist with departmental operations, conducting research, and coordinating meetings and internal and external event logistics.
Prepare and edit internal and external communications with strong writing, proofreading, and verbal skills.
Handle confidential, sensitive, and complex issues professionally and objectively.
Process and approve bi-weekly payroll for the department (first-level approval).
Edit and proof department materials, including letters, proclamations, certificates, advertisements, press releases, brochures, flyers, and invitations.
Support Public Relations Manager with managing logistics for public meetings, citywide special events, and programs such as Citizens Academy.
Assist with posting Lynchburg Alerts notifications using the Everbridge Mass Notification System.
Assist with managing updates to internal and external web pages.
Assist with annual budget preparation and submission.
Manage and track expenses, reconciling with City financial records.
Monitor and approve departmental credit card purchases, submit purchase orders, and oversee accounts payable.
Maintain departmental inventory, including equipment, supplies, and event materials.
Order supplies through government contracts or cost‑effective vendors, ensuring compliance with procurement guidelines.
Manage storage areas, ensuring organization and readiness of materials for events and departmental needs.
Handle multiple projects and timelines simultaneously, ensuring high-quality results within deadlines.
Utilize collaborative project management tools such as Asana for task tracking and team coordination, Microsoft Teams for internal communications, Microsoft SharePoint secure document sharing, and other designated platforms as required to ensure seamless workflow and effective collaboration.
May be required to be on‑call and to work non‑standard hours including weekends or emergencies.
Additional Responsibilities
Willingness to work evenings and weekends as needed for events or emergencies.
Familiarity with government operations and policies is preferred but not required.
Other duties to provide direct or indirect service to the citizens may be assigned.
When unusual situations occur and/or the City Manager declares a State of Emergency, all City employees may be required to accept special assignments and perform as needed to ensure appropriate service delivery.
Must successfully complete IS 100 and IS 700 National Incident Management (NIMS) training within 30 days of employment.
May also be required to complete higher levels of NIMS training as determined appropriate for the position.
Possession of a valid driver’s license issued by the Commonwealth of Virginia and acceptable driving record according to City criteria.
SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities, however, may be asked to lead team projects or manage contract support.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND EXPERIENCE To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelor's or associate degree in communications, public relations or a related field; 1‑2 years of experience in logistics, office management and/or communications, preferably in a government or public sector role; a combination of education and experience can be used to meet the requirements for a job or position.
Possession of valid driver's license issued by the Commonwealth of Virginia and acceptable driving record according to City criteria.
Relevant background checks must be completed satisfactorily.
Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position.
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